Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-03-02 Personnel Records Includes equipment released, employee transaction forms, step increases, corrective evaluations and other materials related to the employee. Similar to the files maintained by HR but contains other confidential
information on officers.
P&T C AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 12-03-03 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information
form, criminal history and records checks, LiveScan
fingerprinting, training, community service records,
background letters to neighboring agencies, and ID
cards.
Denied volunteer applications
P&T C
AS+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after termination 12-03-04 Explorer Program P&T CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.
State of California Guidelines; 2 years plus the current year.
12-03-05 Background Investigations, Non-hired P&T C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for hired
Safety Personnel; 2 years after position closes for
Safety Personnel not hired.
12-03-06 Advanced Officer Training - AOT Filed by officer containing class outline, tests, percentages, roster, handouts, instructor's
qualifications and resumes, daily evaluations,
qualification criteria and training scenarios, range
lesson plans, firearms safety plan, weapon
maintenance, firearm training manuals, simulation
training, range master and safety officer for firearms
and less-lethal weapons. 2023 forward training records
maintained in LEFTA.
P&T AS+15 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for training records. Current year plus 2 years for certificates and designations training. 15 years after
completion for range lesson plans (No citation given).
12-03-07 New Hire Initial Training Program For Field Training Officer (FTO), Communication Training Officer (CTO) and Community Service Officer
(CSO). Legacy hardcopy records. Maintained in LEFTA
as of 2023.
P&T CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for training records. Current year plus 2 years for certificates and designations training.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.
Agenda Report Page 86 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index
Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-03-08 Briefing Training Sessions Topical training giving at a briefing. P&T CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for training records. Current year plus 2 years for certificates and designations training.
12-03-09 Training Management System Database
(LEFTA)
Hosted system used to track all training for officers,
including inhouse, POST and other training sessions.
P&T ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
12-03-10 Training Reimbursement Forms Used for officer training reimbursements. Maintained in Caselle as of 2021.
P&T AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
12-03-11 Equipment Inventory Guns, ammunition, vehicles and other equipment not tracked in LEFTA.
P&T S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for equipment inventory records
12-04-00 Investigations
12-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-04-02 Informant Files Maintained in paper form and reviewed annually for activity. Includes vice crimes (gang, narcotics,
prostitution, robbery).
Investigation
s
C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after
termination for informant files, no citation stated
12-04-03 Patrol Bulletins Informational notice about crimes in areas of the City. Investigation s
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
12-04-04 Registration Files - 11590 HS Drug registrants Investigation s
LOR+2 GC 34090; 2 year minimum requirement
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-04-05 Registration Files - 290 For sex offenders. Activity based on ORI status.
Adults
Juvenile
Investigation
s
LOR+2
Varies *
GC 34090; 2 years minimum
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.
Agenda Report Page 87 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index
Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-04-06 Registration Files - 457.1 Arson - Adults
Arson - Juveniles
Investigation
s
LOR+2
Varies *
GC 34090; 2 years minimum
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457.1; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-04-07 Track Fliers Includes BOLOs from to other agencies. Investigation s
CY+2 GC 34090; 2 year minimum requirement
12-05-00 Property & Evidence
12-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-05-02 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed
with the case file.
Property P GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given.
Current year plus 2 years for property control logs
recording items coming into and going out of property
rooms.
Department Preference: Maintain property records and
receipts permanently to follow common best practices.
12-05-03 Asset Seizure / Forfeiture Form For monies seized over a certain amount. Information also kept with the associated case file.
Property CY+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
12-05-04 Property Room Entrance/Exit Log Record of entry/exit. Property CY+2 GC 34090; 2 year minimum requirement 12-05-05 Evidence Purge / Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition
memorandums and returns to owners.
Property P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2
years for property control logs recording items coming
into and going out of property rooms.
12-05-06 PAS Device Calibration Property AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination of use of equipment for radar calibration records
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.
Agenda Report Page 88 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index
Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-06-00 Animal Control
12-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-06-02 Animal Control Services Database Used to enter and track animal services. AC ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
12-06-03 Licenses AC AE+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.
12-06-04 Spay / Neuter Certificates AC AC+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.
FAC 32003; 3 years for animal disposition records.
12-06-05 Special Animal Permits May include potentially dangerous animals, dangerous dogs, animal fanciers and other special animals.
AC AE+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2
years for Temporary Use Permits
12-06-06 Monthly / Annual Reports Include animal intake and euthanasia. AC CY+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.
FAC 32003; 3 years for animal disposition records.
12-06-07 Euthanasia Records AC AC+3 GC 34090; 2 year minimum requirement FAC 32003; 3 years for animal disposition records.
12-06-08 Animal Bite Reports AC AC+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.
FAC 32003; 3 years for animal disposition records.
12-06-09 Vicious Animal Reports AC AC+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.
FAC 32003; 3 years for animal disposition records.
12-06-10 Trap Rentals AC CY+2 GC 34090; 2 year minimum requirement 12-06-11 Vector Reports May include County statistics. AC CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
12-07-00 Dispatch & Communications
12-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-07-02 CAD Database Includes CAD event logs. ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.
Agenda Report Page 89 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index
Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-07-03 Alarm Letters & Permits CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for false alarm duplicates.
12-07-04 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date.
Comm 180 Days * GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.
State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
12-07-05 Visitor logs Comm CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years sign-in logs
12-08-00 Public Safety Committee
12-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-08-02 Agendas & Agenda Packets Clerk P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
12-08-03 Minutes Clerk V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.
Agenda Report Page 90 Attachment B